INVITATION TO BIDNO.

TITLE

Portland Public Schools, School District No. 1J,Multnomah County, Oregon

Purchasing & Contracting

501 North Dixon Street

Portland, OR 97227

Bids Due: / Not Later than 2:00:00 PM PST, Insert Month, Date, Year
Late Bids will not be accepted or considered.
Submit Bids to: / Physical Address:
Portland Public Schools
Bid Desk
Purchasing & Contracting Department
501 N. Dixon Street, 2nd Floor, Area 264
Portland, Oregon 97227
US Mail Address:
Portland Public Schools
Purchasing & Contracting Department
Bid Desk
PO Box 3107
Portland, Oregon 97208-3107
Direct Questions to: / Purchasing & Contracting Contact:
Email:
Phone:
Deadline for Questions:
Electronic Responses: : / Electronic responses are preferred.

Pre-Bid Meeting:

pre-Bid meeting will be held on Month day, year in the conference room name Conference Room, located at 501 N. Dixon Street, Portland, Oregon 97227. Attendance is Portland Public Schools conducts such meetings in order to clarify information provided in the ITB and to provide interested Bidders an opportunity to ask questions about the ITB. Statements made by the District’s representatives at the conference are not binding on the District unless confirmed by written addendum.

ITB Availability:

This ITB is available electronically through the PlanetBids website at:

Interested parties must be registered with PlanetBids to obtain and download documents. Registration is at no cost. Future notices regarding this solicitation, including solicitation addenda, will be posted to PlanetBids.

INVITATION TO BID (ITB) TIMELINE

ITB ISSUED
MANDATORYOPTIONALPRE-BID MEETING
SUBSTITUTION DEADLINE
DEADLINE FOR QUESTIONS OR CLARIFICATIONS
FINAL ADDENDA DEADLINE
BIDS DUE
Must Include: / Bid Form – Attachment B
Bidder’s References – Attachment D
NOTICE OF INTENT TO AWARD
ANTICIPATEDCONTRACT START

NOTE: The District reserves the right to deviate from this schedule.

Page 1 of 14Rev. 082217

ITB Title

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1.INTRODUCTION

1.1.CRITICAL ITB DATES AND TIMES:

1.2.BID REQUIREMENTS:

1.3.CONTRACT REQUIREMENTS

1.4.AVAILABILITY OF ITB DOCUMENTS

1.5.ITB/PROJECT CONTACT

2.SUMMARY OF WORK

2.1.SPECIFICATIONS

2.2.CONTRACTOR DELIVERABLES

2.3.Contractor and Subcontractor Fingerprint-Based Criminal History Verification......

3.SUPPLEMENTAL TERMS

3.1.ORDERING

3.2.INVENTORY

3.3.PRICING

3.4.TAXES

3.5.DISCOUNT PAYMENT TERMS

3.6.RETURNS

3.7.ESTIMATED PURCHASE QUANTITIES

3.8.WARRANTY REQUIREMENTS

4.INSTRUCTIONS TO BIDDERS

4.1.SOLICITATION PROTEST; REQUEST FOR CHANGE; REQUEST FOR CLARIFICATION

4.2.SUBSTITUTION REQUESTS (PRE-BID)

4.3.BID SUBMITTAL

4.4.APPEALS AND PROTEST OF AWARD

4.5.CONTRACT AND INSURANCE

4.6.COMPLIANCE WITH LAW

5.FORM OF AGREEMENT

Attachment A: Purchase Order Terms and Conditions OR Requirements Contract

attachment b: bid FORM

attachment c:substitution request form

attachmenT d: REFERENCES

ATTACHMENT E:

1.INTRODUCTION

Portland Public Schools (“District”) seeks written Bids from qualified vendors able to provide insert services/goods to be provided. The District intends to award as a result of this ITB. [optional] The District will determine the number of contracts to be awarded at time of contract award. The contract term will be one year with options to renew for four additional one-year terms.

1.1.CRITICAL ITB DATES AND TIMES:

Refer to “INVITATION TO BID (ITB) TIMELINE” noted on page 2 of the Invitation to Bid document.

  1. RECEIPT OF BIDS

ELECTRONIC SUBMITTAL

If submitting electronically via PlanetBids, the BidForm must be submitted through the website in accordance with the PlanetBids internal timestamp. Late Bids shall be rejected.

HARDCOPY SUBMITTAL

SEALED BIDS will be received at the Bid Desk – Purchasing & Contracting, Attn: (“Bid Closing Date”). Late Bids shall be rejected.

  1. PRE-BID MEETING AND SITE VISIT

The pre-bid meeting will be held at the time, place and date shown on the cover of this document. Questions asked during the pre-bid meeting may not be recorded by District staff and addressed in addenda to the ITB unless submitted in writing to the ITB Contact. Statements or remarks made by District staff during the pre-bid meeting shall not be binding on the District. An official response will be made only to questions which are submitted by potential Bidders in writing to the ITB Contact.Any Bidder requiring clarification of terms or conditions of the ITB or Contract Documents shall make a request for clarification in writing, to the ITB Contact listed on the cover page of this document.

PUBLIC OPENING OF BIDS

The Public Bid Opening will be held at Time PM on Date in the .

1.2.BID REQUIREMENTS:

  1. BID FORM

Bid Form, ATTACHMENT B, shall be due up until 2:00:00 PM on the Bid Closing Date. Failure to submit a complete Bid by this due date and time may result in Bid rejection.

  1. REFERENCES

Provide references on ATTACHMENT D. In accordance with District Contracting and Purchasing Rules and ORS 279C.375, District reserves the right to investigate references other than those listed in Bidder’s submission. Investigation may include, without limitation, past performance of any Bidder with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, and its lawful payment of employees and workers.

1.3.CONTRACT REQUIREMENTS

  1. CONTRACT AND INSURANCE

The successful Bidder will be required to enter into a Contract with the District and obtain and maintain insurance per ATTACHMENT A – Purchase Order Terms and Conditions OR Requirements Contract.

1.4.AVAILABILITY OF ITB DOCUMENTS

This ITB, including all Addenda to the ITB, are posted on the PlanetBids website at and will not be mailed to prospective Bidders. Bidders should consult PlanetBidsregularly until Bid Closing to avoid missing any Addenda.

1.5.ITB/PROJECT CONTACT

All questions, requests for clarification and specification protests must be addressed to the ITB Contact shown on the cover page of this document.

2.SUMMARY OF WORK

2.1.SPECIFICATIONS

2.2.CONTRACTOR DELIVERABLES

2.3.Contractor and Subcontractor Fingerprint-Based Criminal History Verification

Performance under this Contract may require or cause Contractor to have direct, unsupervised contact with students. The District requires all Contractor personnel who may have direct, unsupervised contact with students to pass the District fingerprint-based criminal history verification. The Contractor is solely responsible for the cost of these verifications. The current cost is $94.50 and is subject to change. Proposers are advised to consider this cost when responding to price proposal evaluation criteria as the District will not pay for, or reimburse, such costs. Additional information about this verification process may be found at

3.SUPPLEMENTAL TERMS

The following pertains to solicitations that include the purchase of materials.

3.1.ORDERING

Contractor shall provide a local or a toll free telephone number, or email address, for the placing of orders. It shall be available for ordering at minimum, 9:00 a.m. to 4:00 p.m. Pacific Standard Time, Monday through Friday. In addition, the vendor must have the ability to deliver % of products within days of order placement, without additional cost to the District.

3.2.INVENTORY

Contractor agrees to maintain reasonable inventories to insure that back orders will be kept to a minimum and delivery can be accomplished according to the terms of this Invitation to Bid. Repeated back-ordering by the Successful Contractor of orders by the District may be cause for contract cancellation or District to affect cover by utilizing alternate sources. Back orders shipped from other locations to fulfill and or to meet deadlines will not result in additional cost to District.

3.3.PRICING

The Contractor shall indicate the pricing, pricing method or discount schedule used in the space provided next to the product line on the Bid Form. District reserves the right to request, at its option, catalogs and pricing schedules. Failure to meet this requirement within working days after the request may be cause for rejection of bid.

  • Prices shall be firm for the first twelve (12) months of the resultant contract. Price escalation changes, if any, shall be based upon . De-escalation:
  • Bid prices are to be complete and include all costs whether material, labor, transportation or other, to complete the required work or supply the required materials in accordance with the Bid specifications, contract terms and conditions
  • All Bid prices shall be in U.S. Dollars

3.4.TAXES

Bid prices shall exclude Federal Excise Tax. Federal exemption certificates will be furnished upon written request.

3.5.DISCOUNT PAYMENT TERMS

Contractor must indicate any discounts proposed for early payment.

3.6.RETURNS

Unless product is perishable or subject to expiration dates, Contractor shall allow returns within days of purchase at no charge, excluding shipping charges. Within calendar days of notice of award, Successful Contractor shall submit complete return procedure including all terms and conditions for all items listed on pricing sheets. Failure to submit return procedure within calendars days of notice of award may result in the District awarding to the next lowest, responsive, responsible Contractor.

3.7.ESTIMATED PURCHASE QUANTITIES

The volume of service indicated is an estimate of anticipated one-year purchases and are offered solely for the purpose of bid evaluation. The estimates provided are based on the previous year purchases. Larger or smaller volume may be purchased, and there is no guarantee of purchases as a result of this Invitation to Bid.

3.8.WARRANTY REQUIREMENTS

4.INSTRUCTIONS TO BIDDERS

4.1.SOLICITATION PROTEST; REQUEST FOR CHANGE; REQUEST FOR CLARIFICATION

  1. PROCEDURE: The appropriate means of seeking clarifications or modifications to provisions of an ITB are through (a) requests for clarification; (b) requests for changes to contractual terms or Specifications; and (c) protests of contractual terms or Specifications. Any Bid that includes non-approved alternate product brands or that takes exception to the Specifications or contractual terms of the ITB may be deemed non-responsive and may be rejected.
  2. METHOD OF SUBMITTING REQUESTS FOR MODIFICATION OF ITB PROVISIONS: Envelopes containing requests for clarification, requests for change, and protests must be marked as follows:

Request for Clarification/Request Change /Protest

ITB Number

Closing Date

Closing Time

and must be received by the contact listed on Page 1 of the ITB, no later than seven (7) calendar days prior to the Bid Closing Date. Unless this specific deadline is extended by subsequent Addenda, no requests for substitution, requests for clarification, requests for change, or protests pertaining to provisions contained in the originally-issued ITB will be considered after the date specified herein.

  1. REQUEST FOR CLARIFICATION: Any Bidder who finds discrepancies in, or omissions from, any provision of the ITB, Specifications, or Contract Documents, or has doubt as to the meaning, shall make a request for clarification in writing, to the contact listed on Page 1 of the ITB. To be considered, the request for clarification must be received by the Bid Desk – Purchasing & ContractingDepartment by the deadline specified in Paragraph B above.
  2. REQUEST FOR CHANGES TO CONTRACTUAL TERMS OR SPECIFICATIONS: Any Bidder may submit a request for changes to contractual terms or Specifications, in writing, to the contact listed on Page 1 of the ITB. To be considered, the request for changes must be received by the Bid Desk –Purchasing & ContractingDepartment by the deadline specified in Paragraph B above. The request must include the specific changes requested, and the reason for requested changes supported by factual documentation.
  3. PROTEST OF SOLICITATION OR CONTRACT TERMS AND CONDITIONS OR SPECIFICATIONS: Any Bidder may submit a protest of solicitation terms and conditions, Contract terms and conditions or Specifications, in writing, to the contact listed on Page 1 of the ITB. To be considered, the protest must be received by the Bid Desk –Purchasing & ContractingDepartment by the deadline specified in Paragraph B above. The protest shall include the legal and factual grounds for the protest, a description of the resulting prejudice to the Bidder if the protest is not granted, and a statement of the relief or changes proposed.
  4. RESPONSE TO REQUESTS FOR CLARIFICATION: Clarifications, whether verbal, in writing, do not change Specifications, contractual terms, or procurement requirements of an ITB. If a request for clarification raises an issue that the District determines should be handled by formally amending the ITB, the District will do so only by announcing such a change in an Addendum, not through information identified as a "clarification."
  5. RESPONSE TO REQUESTS FOR CHANGE, AND PROTESTS: The District shall promptly respond to each properly-submitted written request for change, and protest. If District determines that any additions, deletions, clarification or interpretation is necessary, such information or interpretation will be supplied in Addenda posted to the PlanetBidswebsite at and thereby made available to all interested parties.

All such Addenda shall have the same binding effect as though contained in the ITB Document. Such addenda shall be issued not less than 72 hours prior to the Bid Closing Date. Statements made by the District’s representatives are not binding on the District unless confirmed by written Addendum.

Failure to protest solicitation terms and conditions, Contract terms and conditions or Specifications as provided in Paragraph 4.1 precludes appeal or protest of a decision to award based upon such solicitation terms and conditions, Contract terms and conditions or Specifications.

4.2.SUBSTITUTION REQUESTS (PRE-BID)

  1. During Bidding, the District will consider written Substitution Requests received at least calendar days prior to Bid date. Requests received after that time will not be considered.
  2. Use ATTACHMENT C - SUBSTITUTION REQUEST FORM.
  3. Submit requests to Purchasing & Contracting either by mail at 501 N. Dixon St., 2nd Floor, Portland, Oregon 97227, or by e-mail to .
  4. Prepare separate requests for each product. Combined requests may be rejected.
  5. In making Substitution Requests, Bidder represents:
  1. Bidder has personally investigated proposed product or method, and determined that it is equal or superior in all respects to that specified.
  2. Bidder will provide the same guarantee for substitution as for product or method specified.
  3. Bidder will coordinate installation of accepted substitution into Work, making such changes as may be required for Work to be completed in all respects.
  4. Bidder waives all claims for additional costs related to substitutions which consequently become apparent.
  1. All accepted substitutions will be confirmed by inclusion in an addendum. Items not appearing in such addendum shall be deemed rejected.

4.3.BID SUBMITTAL

  1. BID FORMS

Bids shall be submitted on unaltered ATTACHMENT B – BID FORM furnished by the District, or on exact duplicates thereof. Bids shall be made in accordance with all instruction, requirements and specification to be considered. All blanks on Bid Forms shall be completed in ink or typewritten. Alterations and erasures shall be initialed by the signatory of the Bid.

  1. SEALED BIDS

Electronic Submittal

If submitting electronically via PlanetBids, all required sections of the Bid must be submitted through the website in accordance with the PlanetBids internal timestamp.

Hardcopy Submittal

Sealed Bids will be received at the Bid Desk, Purchasing & Contracting, Attn: . All Bids shall be time stamped no later than the Bid Closing Date and time indicated on Page 1 of this ITB.

Bids must be submitted in a sealed envelope appropriately marked with the Bid Title, Bid Number, and the name of the Bidder.

It is the sole responsibility of the Bidder to assure that the Bid is delivered and time stamped at the Bid Desk by the deadline specified. All late Bids shall be rejected.

  1. MODIFICATION OR WITHDRAWAL OF BID

After submittal, Bids may be modified or withdrawn on written request received from Bidders prior to the Bid Closing Date and Time. Modifications shall be sealed and submitted in same manner as the Bid.

Bids may not be modified or withdrawn after closing except as provided in District Contracting and Procurement Rules.

  1. DURATION OF BIDS

Each Bid shall be irrevocable for a period of days from the date of Bid. Award of a Contract to any Bidder shall not constitute rejection of any other Bid.

  1. REQUIRED SIGNATURES

Bids shall be signed with ink or indelible pencil, with name typed or printed in the space provided on ATTACHMENT B – BID FORM. Where Bidder is a corporation, Bids shall be signed with the legal name of the corporation and the legal signature of an officer authorized to bind the corporation to a contract. Electronic signatures may not be accepted.

  1. RESIDENT BIDDER

Bidder shall indicate on the Bid Form whether Bidder is a "resident bidder" as defined in ORS 279A.120. A “nonresident bidder” means a Bidder who has neither paid unemployment taxes nor income taxes in the State of Oregon during the 12 calendar months immediately preceding submission of its Bid, nor has a business address in the State of Oregon.

In determining the lowest responsive Bidder for this Work, a percentage may be added to the Bid of a non-resident Bidder equal to the percentage, if any, of the preference given to that Bidder in the state in which the Bidder resides. This percentage, if utilized, shall not be added to the dollar value of Contract to be awarded as a result of this ITB.

  1. RESERVATIONS
  1. The District reserves the following rights:
  • To reject all Bids.
  • To reject any Bid not in compliance with all prescribed public bidding procedures and requirements and to reject for good cause any or all Bids upon a finding that it is in the public interest to do so.
  • To reject Bids which it determines to be non-responsive.
  • To reject Bids upon the District’s finding that the Bidder:

o Has been declared ineligible under ORS 279C.860 by the Commissioner of Bureau of Labor and Industries;

oHas been identified by the Oregon Construction Contractors Board as ineligible to hold public contracts in accordance with ORS 701.227; or

oIs not responsible.

  • To waive any informalities in Bids submitted.
  • In the event two or more Bidders quote identical amounts for the same Work, to award the contract by drawing lots between such Bidders or by such other means as it deems appropriate.
  • To return the Bid unopened, in the event only one Bid is received.

4.4.APPEALS AND PROTEST OF AWARD

Adversely affected or aggrieved Bidders shall have seven (7) calendar days from the date of the Intent-to-Award Announcement within which to file a written protest. All appeals must be in writing and physically received by the Program Director of Purchasing & Contracting no later than 10:00 AM on the seventh (7th) calendar day after the date of the Intent-to-Award Announcement.